Billing Executive

About Indian Metal & Hardware Syndicate

Indian Metal & Hardware Syndicate (IMHS) is a well-established wholesale distributor specializing in plumbing, sanitaryware, and hardware products based in Chennai. They cater to an extensive network of dealers and retailers, requiring a diligent Billing Executive to support their daily billing and dispatch efforts.

Job Purpose

The primary objective of this role is to ensure the accurate and prompt creation of sales invoices, verify product and pricing details, collaborate with sales and warehouse teams, and maintain billing records utilizing the Busy Accounting Software.

Key Responsibilities

• Create sales, GST, cash invoices and related sales documents in Busy accounting software.
• Generate invoices aligned with approved sales orders and customer specifications.
• Check and confirm product names, item codes, quantities, rates, discounts, and GST before invoicing.
• Validate customer details, including GSTIN, billing and delivery addresses.
• Apply only authorized rates, discounts, and payment terms.
• Liaise with sales and warehouse teams to clarify order details, pricing, stock availability, and discounts.
• Ensure billed quantities correspond with approved orders and dispatched goods, promptly reporting discrepancies or anomalies.
• Coordinate with packing, warehouse, and delivery personnel to facilitate timely processing of orders.
• Provide required invoices and documents for dispatch and assist in preparing e-way bills where authorized.
• Monitor customer credit limits, outstanding balances, and payment status per company policies before billing.
• Obtain approvals for orders exceeding credit limits or special terms.
• Work with accounts and collections teams on payment confirmations and billing disputes.
• Maintain detailed records of invoices, canceled bills, credit/debit notes, and related documents with accuracy and timeliness.
• Report invoice cancellations, amendments, and any irregular transactions to authorized personnel.
• Prepare and submit daily billing summaries, pending orders reports, and escalate any issues related to billing or stock discrepancies.
• Maintain confidentiality of pricing, customer information, and financial data.

Qualifications and Skills

• Graduate or undergraduate with relevant billing experience.
• 1 to 3 years of billing experience, ideally in wholesale distribution or related sectors such as plumbing, sanitaryware, or hardware.
• Familiarity with Busy Accounting Software preferred.
• Basic knowledge of GST invoicing, HSN codes, and GST regulations.
• Proficient computer skills, particularly in data entry and Microsoft Excel.
• Strong numerical accuracy and attention to detail.
• Ability to manage multiple invoices efficiently in a high-volume environment.
• Effective communication and coordination abilities.
• Attributes: Honest, punctual, organized, and responsible.

Performance Indicators

• Accuracy in billing items, quantities, rates, discounts, and GST application.
• Timeliness in processing approved customer orders.
• Low error rates with minimal invoice cancellations or corrections.
• Effective coordination ensuring dispatch matches billing.
• Comprehensive maintenance of billing documentation.
• Adherence to company pricing, credit limits, and procedural compliance.
• Prompt submission of daily billing reports.

Work Environment

This is a full-time position based on-site in Chennai. The role demands the ability to perform repetitive and detail-focused tasks in a fast-paced wholesale distribution setting, working closely with sales, accounting, packing, warehouse, and dispatch teams.

Reporting Structure

The Billing Executive will report to the Billing In-charge, Accounts Manager, or Management.

Important Instructions

• No invoice should be issued with unauthorized pricing or discounts.
• Customer credit limits must not be exceeded without prior approval.
• All discrepancies in quantity, pricing, GST, or stock must be immediately reported.
• Upholding accuracy, integrity, discipline, and timely communication is critical.